As an attorney, the information your clients give to you is something you must protect. In today’s world, that includes protecting digital data. Using a client relationship management software with the right security protocols built in will help you stay compliant with security regulations while also protecting your firm and its client from security breaches and lost data.
What is the Risk?
Because law firms handle important and sensitive data for their clients, the risk of cybercrimes is high. In one 2023 report from the American Bar Association, 29% of law firms reported experiencing a data breach. Data breaches hurt your clients, and they hurt your reputation as a firm. In addition, if you fail to stay compliant with the current rules and regulations surrounding data, your firm could be held legally liable for the failure. Simply put, failure to protect your data puts your law firm at serious risk.
What Are Your Obligations?
Protecting client data is not a new obligation, but the way in which you must protect it has changed with the rise in digital databases and cybersecurity crimes. In 1983, the American Bar Association approved a series of rules to help lawyers navigate the scenarios they often face. Rule 1.6 requires lawyers to “make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.” In 2018, the ABA added to this in Formal Opinion 483, which outlined the best practices for handling data protection and security breaches when they occur.
Under these rulings, your firm has a duty of competence that requires you to take adequate security measures surrounding your technology. As you look for software to add to help streamline your processes, you must keep this rule in mind.
In addition, several states and national organizations have added additional protocols and rules, which you will need to comply to based on where you are located. For example, law firms in Europe must follow the General Data Protection Regulations (GDPR), while those in California must adhere to the California Consumer Privacy Act (CCPA). Any law firms who handle medical data must comply with HIPAA regulations as well.
Areas to Focus on for Cybersecurity
Protecting your clients’ data in this cyber world and staying compliant with current regulations requires careful planning. This will not happen by accident. You need to consider the following areas:
Data Security
First and foremost, you must keep client data secure. As you work to keep data secure, start with security on individual devices. Software needs to be kept up-to-date, and all devices used by lawyers and staff should be password-protected. Anti-malware software is an absolute must.
Multi-Factor Authentication
As you consider protections for individual devices, consider Multi-Factor Authentication. This requires someone to not only enter a password, but also a security key, often stored on the phone, or a biometric identifier, like a fingerprint or face scan. This layer of protection ensures only authorized users are accessing the data on a particular device.
Encryption
While it is technically part of data security, encryption is so vital that it deserves its own point. Encryption involves converting data into code so unauthorized individuals cannot see it. Sensitive data must be stored and shared in an encrypted format, even if it’s just sitting on a hard drive waiting to be used. If someone does breach your firewall and other protections, they will not be able to understand the data they access.
Network Security
Once individual devices are secured, make sure the network traffic is also secure. Start with a firewall, which will ensure only secure traffic is allowed in and out of the network. Then, consider adding a Virtual Private Network (VPN) that will encrypt data when it is in transit. If someone doesn’t have the right decryption key, they will have a hard time seeing the data, and your clients will be protected.
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How Legal CRM Software Helps Ensure Compliance and Security
Staying compliant requires attention to detail, but the right tools can make the task easier. A client relationship management software program that is designed specifically for law firms, such as Law Ruler, has many of these security measures built in.
Secure, Encrypted File Sharing
With a tool such as Law Ruler, you can set up secure document and file sharing, both between your firm and your clients and between internal team members who need access to these files. Built-in encryption and authentication tools ensure only the people who have the right to see these files are able to access them. Because the CRM integrates with other common legal tools, your firm can implement it along with the programs and platforms you already use without sacrificing the security of your client’s data.
eSignature Collection
Another tool built into CRM platforms for law firms, like Law Ruler, is eSignature collection. Secure electronic signature collection is legally binding but prevents the risks and delays that come with sending paper documents to collect client signatures. Again, you can request signatures and track the status of those signatures all within the CRM, and then store the signed documents securely until they are needed in your client’s case progression.
Two-Factor Authentication
Finally, the best legal CRM software will offer two-factor authentication, both on a desktop and on mobile. This layer of security will ensure no one can access the platform if a staff member’s device is stolen or lost. This protection helps you stay compliant, even if an accident or theft occurs.
Schedule a Demo of Law Ruler Today
Integrating a CRM into your marketing and client intake processes will not only streamline your work and free you to spend more time with your clients, but with the right program, it will also increase your security and compliance. Law Ruler has robust security protocols for secure document sharing, including the latest encryption technology, to keep your documents secure and your law firm compliant. See how these tools work by scheduling a demo of our CRM software.
Maximize your client intake process and acquire more leads with Law Ruler’s all-in-one legal intake and marketing automation software. Schedule a personalized, one-on-one demonstration of Law Ruler today!
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